Common Mistakes to Avoid in Business Communications

When you’re looking for a new job, you stay on high alert for each error you could perhaps make: you have every qualified friend you have review your resume, meticulously craft a cover letter,inspect every detail of your application as well as invest hours getting ready for your meeting.

However, did you ever consider that you could make it right to a last meeting just to lose your shot at the opportunity because of something as small as an email error?

Applicants should recognize that every communication they have with a potential employer represents them, from the moment you submit a resume and application, right on to the more casual emails that may follow.

Here are nine common errors commonly made that may damage the professional image you intend to present:

1.  Creating Deceptive Email Subjects

Accuracy and honesty should be your primary focus when communicating with prospective employers about potential employment. Avoid click bait, sensationalist subjects, and be clear about why you’re emailing. Include the position title or referral in the subject. Recruiters will appreciate your straightforwardness.

2.  Utilizing the Incorrect Name or Title

Since the internet has become the predominant means by which to locate new employment, addressing communications “To whom it may concern,” or even an incorrect contact name, may reflect a lack of initiative. More often than not, the information you would need to address your email correctly is available online on the company’s website.

Learning their culture is helpful as well, ensuring you match the level of professionalism prevalent in the company you want to work for. For instance, if the company culture is very casual and is comprised of young tech-savy members, addressing everyone with a Ms., Mrs. or Mr. may not feel appropriate from their perspective, indicating you may not be a fit.

3.  Rambling

Since you have all the time you want to pore over your composition, there is a danger that as you tweak and try to sell yourself, you may end up with an extended ramble on why you should get the job. Big mistake. Keep your emails to 3 to 5 sentences, or less if possible.

Rather than droning on about how great you are, think about what’s most important to convey and craft clear, concise sentences to communicate what you need to.

4.  Scrimping on Language

No matter how casual the culture, you should still communicate using full words, good grammar, and full sentences. Don’t treat them like a friend, using text acronyms or emojis, it makes you look immature and disrespectful.

5.  Being Too Personal in your Communications

Building a strong relationship with a hiring manager or recruiter over email isn’t the same as actually having a personal relationship from the onset. You should use warm tones, just don’t be too intimate.

Anything too personal should be avoided, even using ‘warmest regards’ may seem overly personal. After all, you don’t really know them, so too much warmth feels disingenuous.

6.  Forgetting to Customize

Employers understand you may be a highly sought after candidate, however, they expect you’ll take the time to adjust the content of any of your application components (resume, cover letter, subsequent emails) to be specifically directed to the prospective company and the position offered.

Obscure, generalized references send a red flag to recruiters, making you seem like an individual who doesn’t pay attention to details. Copy and paste communications without any personalized details will have them moving on to the next, more diligent, applicant.

7.  Using an Overly Creative Approach

Recruiters are interested in the content of your email, not creative formats and colorful backgrounds, emojis and expressive fonts. They are not only a waste, but also a detriment to your success.

The only thing that should stand out about you is your efficiency and the quality of your professionalism.

8.  Utilizing a Less Than Professional Email Address

The email you use for business communication should be some form of your name. Don’t user your gamer tag for business emails, it’s clearly an amateur move.

If you want recruiters to take you seriously, represent yourself seriously.

9.  Too Aggressive on Follow-up

There is lots of pressure to show interest in a position once applied for, however sometimes candidates may become too aggressive. Direct your energy instead to following directions properly. Read everything they send you and do exactly what they ask, period.

Too many emails, especially if you’ve been interviewed and have been told they’ll be in touch in a few days, can be very frustrating for a recruiter. You should also respond to any communication in a timely manner. Not doing so may take you off their short list.


Finding a new job is certainly stressful, however if you prepare yourself and maintain a professional demeanor until you’ve landed the job, you can alleviate most of it. Then you can fit yourself into the culture however appropriate.

Whether you’re looking for a job with a high salary or one with cool job perks (or both!), consider contacting a professional staffing agency. Are you in IT and looking for a job in Dallas-Fort Worth? Maxsys Solutions is one of the area’s exceptional IT Staffing Agencies.